575 – Who’s meeting?

clip_image001Organising a meeting in Outlook means sending out requests to participate – effectively you’re creating an appointment or event in your own calendar, then converting into a meeting by inviting other people to join you. If you’re putting something in your diary and want other people to know about it, but without expecting them to join you (eg you’re going on vacation and presumably don’t want your teammates to tag along), simple tricks can reduce the annoyance you might foist onto your co-workers…

  • clip_image003Create a separate appointment for sharing (rather than forwarding one already used to block out your own calendar)
  • Under Response Options, clear the default “Request Responses” option, so they don’t need to respond
  • Set Reminder to None so people don’t get a notification fired, unless you think you’re important enough to make sure they know at the time, that you’re away
  • Show As: Free, so your appointment doesn’t block out their calendar and get in the way of other people who are trying to book proper meetings with them. Think of this as an FYI for colleagues’ calendars.

Who has responded? Have most people declined?

clip_image005When you open a meeting you’re organising and which you do want people to respond to, you’ve always been able to see (in the Tracking tab) how many people have accepted or declined etc. A couple of years back, Outlook added the feature of Tracking if you’re an attendee, so anyone in the same tenant as the organizer can see who else has accepted etc.

If you are organising or attending a large business meeting with lots of attendees, it’s useful to be able to slice and dice the attendees more effectively – have most people declined and should I move the date, for example – click on the big Copy Status option at the top of the list.

clip_image007It’s now easy to paste the info into a blank Excel sheet, and before even changing selection, hit the Format as Table option on the Home tab; confirm the selection area is OK, tell it you want to add a header row and choose a style that suits.

If you right-click the table and select Table > Totals Row then if you filter the headings – like the responses, for example, you’ll be able to quickly see how many Accepted, Declined and so on.

What could be interesting, too, is showing attendees names alongside their role, department, which office they’re from, their actual email address etc…
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Well, thanks to the magic of macros, use this Address Book Resolver spreadsheet, and just paste the responses from the Copy Status… step into cell A1, then hit the Resolve button.

Some attendees might be external users (so won’t be known to your address book), and some of the names in the first column might not be unique enough to resolve, and will be highlighted (alongside external users) by a red Unknown in the Job Title column.

clip_image011If you manually look up an unresolved internal user in the Outlook address book, and find the correct alias name for that person, paste it into the first column instead of their name, and re-run the Resolve function.

To use this sheet for resolving any list of bulk display names or alias names, just paste them into column A (and hide Columns B and C if you’re not using the output from a meeting invite tracking list).

To prepare the spreadsheet for use, download the Address Book Resolver file as above (here it is again). Open the ZIP file and open the enclosed XLSM file or save it somewhere on your machine, then open it. Make sure you Enable Editing, then Enable Content so you can run the Macro that does the lookups.

This is an evolution of the Alias resolver sheet posted back in ToW 417.

547 – I Stream a stream

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Popular subscriptions services which deliver on-demand content, rather than recording or otherwise acquiring it in advance, are killing off CD and DVD sales. Every generation sees a new technology upset the old – the 1980s MTV video vs the 1970s “taping from the radio” for example.

Streaming technology has risen with the availability of high-speed, low-latency internet access, allowing users to play on-demand – rather than watch or listen at the time a broadcaster decides – and is wiping out the need to record live TV to watch later, maybe even obsoleting the concept of broadcast TV.

Perhaps the next vanguard is the gaming industry – as Microsoft and Sony get ready to launch next-generation consoles, buying a disc-based game to install and play will soon feel as old-hat as going to Blockbuster to rent a VHS for the night. Streaming games on-demand as part of a subscription service may be norm, rather than buying and owning a title outright. The console isn’t the only destination, though – streaming to mobiles is on the way.

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Xbox Game Pass Ultimate subscribers will soon be able to start using “Project xCloud(the code name, now simply known as “cloud gaming”) services, which basically run Xbox games in Azure, and stream the video & audio down to a mobile device, initially an Android phone or tablet, but also supporting Windows PCs in time. There was a plan to allow cloud gaming to work on iOS too, but that has been scuttled – Apple says no. Maybe something to do with the App Store revenue stream, though the company made some blah-blah about the store being all about a curated quality of applications. Of course it is.

Back in the workplace, streaming takes a different form, from virtualizing and delivering applications on-demand to running whole desktops somewhere else and displaying the output on a remote screen, not unlike the old mainframe/terminal model. And of course, there’s streaming of other types of media besides applications.

clip_image006Many users will first encounter Microsoft Stream, the secure enterprise video service, if they’re using Teams and see a meeting has been recorded – usually, when the organizer hits the button, a link to the recorded video will be dropped into the chat window of the meeting.

If you miss that, or weren’t at the meetinclip_image008g in the first place but want to catch up, try going to microsoftstream.com and search, either by the name of the meeting, or by looking under People for the  name of the organizer where you’ll see all of their content. If you’re recording a load of meetings yourself (like a training series, or a monthly team call) then it might be worth creating a channel and adding those recordings to make it easier for people to see related content.

Unfortunately, you won’t get paid millions of dollars and given tons of free stuff but you might get some sort of corporate kudos and recognition.

clip_image010Stream is ultimately replacing the earlier Office 365 Video service, though isn’t yet fully feature compatible: see a comparison of the two, here.

It’s not just for storing recordings of meetings in the hope that people who couldn’t be bothered to turn up the first time will somehow tune in to watch the re-run; you can create new content and upload that for your colleagues to view, too.

You could use the Record a Slide Show feature in PowerPoint, to make an (editable) recording of you giving a presentation and publishing it, or if you’re just looking to do something quick and easy (up to 15 minutes in duration), you can even kick off a screen-recording (with audio and video) from the Stream site directly.

clip_image012clip_image014When you publish your video to Stream, it’s worth making sure you’re making it visible – depending on how you’re set up, it may be limited. Go into My Content and look for the coloured icon showing the permissions. Click on the pencil icon to the left, to edit the video properties, including setting the permissions or adding it to a channel. For more about managing permissions on Stream, see here.

clip_image016One thing to note, is that if you have remote participants in a Teams meeting – customers, partners etc – then they won’t be able to see the recording you make; the Stream service is limited to your own organization, as defined by the Azure Active Directory that’s used to authenticate you. If you need to be able to share the video with others (making sure you’re not breaking any rules, obvs), then you may be able to download just an MP4 video file – none of the other metadata, captions, transcriptions etc that you get with Stream, it’ll just be the main video – and at least make that available separately.

Maybe record it to a VHS tape and post it to them?

540 – All Together Now

clip_image001Yet more updates have arrived for users of Teams; Jared Spataro did a good session at Inspire in July, outlining some changes that are already available for some and talked about new capabilities that are on the way. There’s a cool background noise suppression capability to remove the clamour that’s happening behind someone, and a load of transcription / captioning technology that works alongside meeting recording, to highlight who said what.

Jared also announced Team Room services (more on rooms.microsoft.com), providing a management and monitoring service for physical rooms that are equipped with Teams kit, as well as the performance of the meeting space. The intent is to make the meeting experience better when we have a mix of in-person and remote people, as the world transitions to some kind of normality.

clip_image003While we’re still in a predominantly-remote working cycle, Together Mode introduces an intriguing way of displaying videos from a group of people – rather than the “Gallery Mode” of video boxes arranged in a grid, Together mode uses the same technology which can apply a custom background to cut out the user’s video of their person, and place that in a lecture / theatre type setting.

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It takes some getting used to, especially if the meeting is one where there’s a predominant speaker – like a teacher – who appears in one of the chairs in the room rather than separate from it. Also, you might have some people who sit relatively close to their camera and will appear huge, while others look like they’d be sitting with feet dangling in the air.

To learn more about how to use Together Mode, and for some info on what is planned for the future, see here.

528 – Shorten your meetings (again)

{F5531DA9-D8B1-4DA1-8EB1-EAD491380F60}Last week’s tip talked of the philosophy around 22 minute meetings, and shared a way of forcing Outlook to adjust the start and duration of meetings by default, to help you enforce the discipline.

Eagle-eyed reader John Westworth pointed out that a simpler way of doing much the same thing exists within Outlook already, if you’re on the Microsoft365 subscription. The feature arrived back in March 2019, in version 1902 (Build 11328.20146). Note: to find the version of the Office suite, go into Word – not Outlook itself – and under File | Account you’ll see what version you’re currently using.

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This year-old but hitherto little-known feature is called “End Meetings Early”: it lets you choose a value to over-ride the default meeting duration, so if you create what is ostensibly a 30-minute meeting, I’ll actually end some number of minutes early.

In Outlook, go to File | Options and look under the Calendar section on the left, to set your favoured options.

If you create your appointment or meeting – remembering that a meeting is just a special type of appointment, to which other people are invited – either {8EF536C3-747C-4C6E-AFEC-FBCC614F7707}{C15F5AF5-2086-4A14-A3DF-22BF92D72970}by using the New… option on the menu or by double-clicking on a gap in your calendar, the adjustment will be applied after the item is created (and before it’s sent, if it is a meeting).

With most of the world still WFH, it’s a handy way of making sure you don’t get in back-to-back meetings during the day, with no chance to get away from your screen. Assuming, of course, that everyone obeys the finish time rather than just over-running to the next half or full hour boundary…

If you use the Teams client to create meetings, it doesn’t currently have the functionality to shorten them, so for now, it’s best to stick to Outlook for setting the meeting up.